One File Per Employee, Complete From Hire to Retire
Velocita Docs brings applications, onboarding paperwork, certifications, evaluations, leave requests, and separation records into a single secure employee file with the right people seeing the right documents.
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Personnel files are the most sensitive records you keep, and often the least organized
Employee documents accumulate across a locked cabinet, a shared drive, an email folder, and a payroll system. Certifications expire without warning. A supervisor asks for a file and someone has to decide, on the spot, which pages they're allowed to see. When a grievance or audit arrives, the record is incomplete.
A complete, secure employee file that manages itself.
Digital onboarding that completes itself
New hires fill out tax forms, direct deposit, emergency contacts, and policy acknowledgments online with electronic signatures through DocuSign or Adobe Sign. Each completed form files into the employee record automatically.
Document-level security by role
Medical, disciplinary, payroll, and general documents each carry their own permissions. A supervisor sees evaluations and certifications; only HR sees the rest. Every view is logged.
Expiration tracking and reminders
Licenses, CDLs, clearances, and required training carry expiration dates. HR and the employee get notified ahead of time, and the renewal filed closes the loop.
Retention and separation handled automatically
Retention schedules apply by document type. When an employee leaves, the file moves to the right status, holds for the required period, and is disposed on schedule with a record of it.
Your forms. Your union rules. Your retention schedule.
A school district with collective bargaining agreements, a municipality with civil service rules, and a private company with a two-person HR team all keep employee records differently. Velocita Docs mirrors your file structure, your forms, and your access rules, then removes the paper.
- Folder structure matches your existing personnel file sections
- Onboarding packets built from your actual forms and handbook
- Access rules reflect your org chart and bargaining unit requirements
- Retention periods follow state law and your records policy
We'll build it before you commit to anything.
Give us your new hire packet and a sample personnel file structure. We'll show you the digital onboarding flow and the secured employee record before you sign anything.
Request a Free Proof of ConceptOften paired with HR & Employee Records
E-Form Automation
Leave requests, timesheets, and change-of-status forms route for approval and file themselves.
Learn moreEducation
Staff certifications, clearances, and contracts for school districts with hundreds of employees.
Learn moreDocument Scanning & Imaging
Convert decades of paper personnel files into secure, indexed digital records.
Learn moreShow us your new hire packet. We'll show you it finishing itself.
No generic demo. No contract. Just a real conversation and a proof of concept built around your forms, your policies, and your people.
Request a Free Proof of Concept